Midwest ACE encourages you to host a professional development and/or networking program. This document is designed as a "recipe" for conceptualizing, planning and organizing an effective educational or networking program. Like any good recipe it can be followed precisely or can be improvised to meet the "tastes" of the chef. If you plan to host a program that is detailed and comprehensive, we suggest that you carefully review the procedures outlined and samples included in this document. However, if you plan to host a more informal professional development or networking program, you may not need to consider all of the procedures presented here. In either case, you are encouraged to identify ways you can contribute to the vitality and life of your professional association - Midwest ACE.

In addition, we invite you to contact us if you have any questions concerning program planning and/or this document.

Identify a program leader or team

As you begin to plan a professional development or networking program, first consider who will organize the event. In some cases a program could best be coordinated by one individual and in other cases, a committee or team may be needed to plan and implement a program effectively.

Identify a program topic

As you select a program topic, please review the following suggestions:

• Contact the Midwest ACE office to identify program topic(s) that have been suggested to the association through previous activities (conferences, workshops, membership surveys).
• Focus on regional employment and recruiting issues impacting the local job market and/or economy.
• Host an informal drive-in round-table discussion on various professional hot topics.
• Host a "Conference Encore" (a "Best of Conference" program that could be presented locally and offered as a half-day drive-in workshop and networking lunch).
• Consider hosting an informal TGIF networking event at a local establishment.

Select a trainer/speaker

When selecting a trainer/speaker, please identify individuals/groups with established reputations for providing quality, relevant programming. Keep in mind that Midwest ACE possesses a wealth of talent and that many educational programs could be developed and presented by Midwest ACE members or volunteers.

Planning Tip: Speaker Contracts

All contracts must be approved by Midwest ACE's legal counsel, Karen Simpkins at Eastern Michigan University. Once approved by legal counsel, the contract should be forwarded to the Midwest ACE President for signature.

Create a budget

• Determine whether or not you will charge registration fees.
• Determine who (Midwest ACE or you) will collect registration forms and fees.
• Establish reasonable fees to cover all expenses (speaker fees, travel, food, printing, postage, facility rental, audio-visual).

Create and submit a program proposal

All Midwest ACE sponsored programs must be approved by the Executive Board. In order to obtain sponsorship, you will need to write a program proposal to submit to the current Midwest ACE President. A sample program proposal with budget is included as an attachment to this document.

As you prepare your proposal, please include the following information:

• Speaker(s)/trainer(s) information
• A program rationale
• Program dates, times, locations, and timeline with checklist
• Midwest ACE involvement
• A budget

Please allow two weeks to obtain Midwest ACE approval.

Consider offering CEUs

Program participants may be able to obtain Continuing Education Units (CEUs) through licensing boards (i.e. National Board of Certified Counselors and the Society for Human Resource Management) if the training is approved prior to the educational program. To obtain CEU approval for career services professionals, contact the National Association of College and Employers (NACE). To obtain CEU approval for human resources professionals contact the Society for Human Resource Management. See the attached document describing CEUs.

Determine program logistical needs

• Lodging

  Drive-in local/regional programs may not require you to arrange lodging accommodations; however, programs that span several days will require you to identify and select possible lodging sites.

  Planning Tip: Hotel Accommodations

  A Midwest ACE representative may be able to negotiate lower room rates. Contact the Midwest ACE office at 561.393.5686 for more information.

  Planning Tip: Campus Housing

  Consider using campus housing because fees are typically lower than hotels.

• Meals

  You will need to determine appropriate methods (on-site dining services, outside catering services, etc.) of providing food service and make the necessary arrangements.

  Planning Tip: Food and Beverage

  When planning program meals, please provide vegetarian and low-fat options. Many conference centers will waive or discount room rental fees if a meal is served during the program. Be aware of timelines for head-count confirmation. Many caterers require a 72-hour notice.

• Audio-Visual Equipment

  Be aware that some conference/workshop facilities charge substantial fees for audio-visual equipment. In particular, fees for LCD projectors and internet access can be expensive. Be sure to ask about audio-visual charges when scheduling a program.

Create promotional materials and registration form

• Contact Midwest ACE to obtain guidelines for creating promotional materials and registration form.
• Submit final registration form to Midwest ACE for approval by the Executive Director.

Market the program (options)

The following options can help you when promoting Midwest ACE sponsored programs:

• Send a program information/registration mailing to Midwest ACE members. Contact the Midwest ACE Executive Director at 561.393.5686 to obtain member mailing labels.
• Send a program information/registration e-mail announcement to Midwest ACE members. Contact the Midwest ACE Executive Director at 561.393.5686 to distribute the e-mail message.
• Post the program information/registration materials on the Midwest ACE website. Contact the Midwest ACE Executive Director at 561.393.5686 to post the information.
• Write an article to be included in the Midwest ACE Newsletter. Contact the Chair of the Publications Advisory Board for publication timelines. Refer to the Midwest ACE Membership Directory or website to identify the current chair of this board.
• Identify other local/regional professional associations who might co-sponsor or participate in the program.

Planning Tip: Professional Associations

1. The Midwest ACE Executive Director can help you identify individuals who are members of state career services associations.
2. Consider inviting members of local Society of Human Resource Management (SHRM) chapters if the program topic is relevant to employers.
3. If you are a college member, consider extending invitations employers who recruit on your campus.

Solicit additional sponsorship (optional)

Additional financial support may be available by soliciting contributions from sponsors including but not limited to employers, colleges/universities and vendors. Please check with the Midwest ACE Executive Director before making contact with potential sponsors.

Send confirmation materials

Send confirmation materials to registrants and presenters. Include directions and any logistical information participants may need.

Prepare and utilize a program checklist

Pre-program activities may include but are not limited to:

• Prepare appropriate signage (if necessary).
• Create a program evaluation form (see attached sample).
• Arrange and staff a program registration table.
• Gather and assemble program materials (handouts, promotional flyers, flyer about Midwest ACE, membership and conference information, evaluation forms, CEU forms, etc.) to distribute to participants.
• Purchase speaker/trainer gifts (optional).
• Request payment for pre-program expenses. Complete and submit a Midwest ACE Expense Voucher (sample attached). Attach appropriate documentation (receipts, invoices, contracts).
• Obtain speaker/trainer biographical information to plan an introduction.
• Obtain a volunteer to introduce speaker(s)/trainer(s).
• Assess program effectiveness through evaluation.

Post-program activities may include but are not limited to:

• Prepare a summary of evaluations.
• Send appropriate thank you letters and notes to appropriate individuals.
• Expedite and pay all programs expenses in a timely manner.
• Prepare and submit an article to be included in the Midwest ACE Newsletter.
• Prepare a final report to submit to Midwest ACE. This report should include:
  • Final budget
  • Summary of evaluations
  • Suggestions for future programming
  • Number of participants and their employer/college affiliation
  • Any additional relevant information

Attachments

Attachment 1:

Sample program proposal with budget

Attachment 2:

Approved CEU Programs Document

Attachment 3:

Sample evaluation forms

Attachment 4:

Sample program checklist

Attachment 5:

Midwest ACE Expense Voucher Form

Ellen Anderson, Northern Illinois University and O. Ray Angle, Millikin University November 2001